Privacy Policy
Last updated: September 2026
Kick Off Sports takes the privacy and security of personal information seriously.
This Privacy Policy explains what personal information we may collect, why we use it, how it may be shared, how long we keep it and the rights you have in relation to your information.
1. Who we are
Kick Off Sports operates and manages community sports facilities and delivers sports activities, events and related services.
For the purposes of UK data protection law, the relevant Kick Off Sports operating company will normally be the data controller for personal information collected in connection with the facility, booking, activity or service concerned.
For privacy enquiries, please contact:
Kick Off Sports
Email: info@kickoffsports.co.uk
2. Information we may collect
Depending on how you interact with us, we may collect information including:
- Your name
- Email address
- Telephone number
- Booking and enquiry information
- Club, team, school, business or organisation details
- Participant information
- Payment and transaction information
- Correspondence with us
- Information relating to block bookings or facility use
- Accident, incident, safeguarding or insurance information where appropriate
- Photographs and video where appropriate
- CCTV images
- Technical information relating to your use of our website
Where children and young people use our facilities or activities, we may also receive relevant information from a parent, guardian, club, school, coach or group organiser.
We only collect information that is reasonably necessary for the service or activity concerned.
3. How we use your information
We may use personal information to:
- Respond to enquiries
- Manage bookings and facility hire
- Process payments and refunds
- Communicate about bookings, activities or facility use
- Manage block bookings and customer accounts
- Operate our sports facilities safely and effectively
- Provide customer support
- Administer events, activities and programmes
- Maintain appropriate financial and operational records
- Manage accidents, incidents, safeguarding matters or insurance claims
- Meet contractual, legal, regulatory, funding or governing-body requirements
- Protect our facilities, customers, staff and property
- Prevent and investigate crime, damage or misuse
- Improve our facilities, services and customer experience
We do not sell personal information.
We do not provide customer information to other organisations for their own marketing purposes.
4. Our lawful basis for using personal information
Depending on the circumstances, we may process personal information because:
- It is necessary to provide a service or fulfil a contract with you
- It is necessary for our legitimate business interests, such as operating and protecting our facilities, administering bookings and providing customer service
- We have a legal obligation to process or retain the information
- You have provided consent where consent is appropriate
Where we rely on legitimate interests, we consider those interests alongside the rights and interests of the individuals concerned.
Where we rely on consent, you may withdraw that consent at any time.
5. Information received from other organisations or people
We do not always receive personal information directly from the individual concerned.
For example, information may be provided to us by:
- A parent or guardian
- A team or club organiser
- A football or cricket club
- A school
- A coach
- An employer organising a company event
- A governing body
- A facility or community partner
Where appropriate, we use this information only for the purpose for which it has been provided and in accordance with applicable data protection law.
6. Organisations and service providers we work with
We use a number of trusted organisations and technology providers to help operate our facilities and services.
Depending on the booking, facility or service involved, these may include:
- ClubSpark – facility booking and management
- Setmore – booking and appointment management
- BestView Video Analytics – video analysis and sports performance technology
- Veloxis Labs – website and technology services
- Stripe – payment processing
- Square – payment processing
- PayPal – payment processing
- Zettle – payment processing
- Revolut – banking and payment services
- Wave – accounting and financial administration
- Xero – accounting and financial administration
- Ring – security and monitoring technology
- Tapo – security and monitoring technology
We may also work with facility owners, sports clubs, governing bodies, funders and community partners, including organisations such as:
- The Parks Trust
- Newport Pagnell Town Football Club
- The Football Foundation
- Berks & Bucks FA
- Local authorities and other relevant sports organisations
Personal information is not automatically shared with every organisation listed above.
We only share information where it is necessary and lawful for the operation of our facilities or services, to fulfil a booking or contractual requirement, meet a legal or regulatory obligation, protect people or property, or for another legitimate and lawful purpose.
We do not share personal information with these organisations for their own unrelated marketing.
7. Payments
Payments may be processed through third-party payment providers including Stripe, Square, PayPal, Zettle and other authorised payment services.
Where a payment provider processes your card payment directly, Kick Off Sports does not routinely store your full debit or credit card details.
Payment providers process information in accordance with their own security and privacy requirements.
8. CCTV and security
CCTV and other security systems may operate at facilities managed by Kick Off Sports.
We use CCTV where appropriate for purposes including:
- Crime prevention and detection
- Protecting customers, staff and members of the public
- Protecting our facilities and property
- Investigating incidents, damage or misuse
- Supporting the safe operation of our facilities
Appropriate CCTV signage is displayed where surveillance is in operation.
Access to recordings is restricted and footage is retained only for as long as reasonably necessary for the purpose for which it was collected, unless it needs to be retained for longer because of an incident, investigation, insurance matter or legal requirement.
Where necessary and lawful, CCTV footage may be provided to organisations such as the police, insurers, legal advisers, facility owners or other authorised organisations.
CCTV footage is not used for third-party marketing.
9. Photographs and video
From time to time, photographs or video may be taken during activities, events or at our facilities.
These may be used for legitimate operational purposes, sports analysis, event delivery or, where appropriate, promotional purposes.
Where consent is required for a particular use, we will seek that consent.
Video or performance technology such as BestView Video Analytics may also be used where relevant to a particular sports activity or service.
We take additional care where photographs or video involve children and young people.
10. Children and young people
Many of our facilities and activities are used by children and young people.
Information relating to children may be provided by parents, guardians, clubs, schools, coaches or other responsible organisations.
We aim to collect only the information reasonably necessary to provide the relevant activity or service safely and effectively.
Where information is provided directly to children or young people, we aim to make our privacy information clear and easy to understand.
11. Website and cookies
Our website may use cookies and similar technologies necessary for the website to operate correctly.
We may also use website analytics or other technologies to understand how visitors use our website and to improve our services.
Where cookies or similar technologies are not strictly necessary, appropriate information and consent controls will be provided where required.
Further information may be provided through our website cookie notice or cookie settings.
12. International processing
Some technology, booking, payment or other service providers may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we require appropriate safeguards to be in place in accordance with applicable UK data protection law.
Further information about the safeguards used by individual service providers can be requested from us where applicable.
13. How long we keep information
We do not keep personal information for longer than reasonably necessary.
How long information is retained depends on factors including:
- The reason the information was collected
- The type of booking, activity or service
- Legal, accounting and tax requirements
- Contractual obligations
- Insurance requirements
- Funding or governing-body requirements
- Safeguarding considerations
- Whether the information may be required in connection with a dispute, complaint or legal claim
When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.
CCTV footage is generally retained for a shorter period unless footage is required in connection with an incident or investigation.
14. Keeping your information secure
We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is restricted to people and organisations that reasonably need it to carry out their role or provide a relevant service.
15. Marketing
We do not sell personal information or provide customer information to third parties for their own marketing.
If we introduce direct electronic marketing in the future, we will ensure that appropriate permissions and opt-out mechanisms are provided where required by law.
You will always be able to ask us to stop sending direct marketing communications.
16. Your data protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your personal information in certain circumstances
- Ask us to restrict how your information is used
- Object to certain uses of your personal information
- Request the transfer of certain information to another organisation
- Withdraw consent where processing is based on consent
You also have the right to object to processing based on legitimate interests in certain circumstances.
Not every right applies in every situation, but we will explain this if you make a request.
To exercise your rights, please contact us using the details provided in this Privacy Policy.
17. Automated decision-making
Kick Off Sports does not currently use personal information to make solely automated decisions that have legal or similarly significant effects on individuals.
If this changes, this Privacy Policy will be updated accordingly.
18. Complaints
If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and respond.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our facilities, services, technology, service providers or legal requirements.
The latest version will be published on our website together with the date it was last updated.
20. Contact us
For questions about this Privacy Policy, how we use your personal information or to exercise your data protection rights, please contact:
Kick Off Sports
Email: info@kickoffsports.co.uk